ADC 132

DS for AR for UID and New Shipment/Acceptance Discrepancy

1. ORIGINATOR:

a. Service/Agency: Defense Logistics Management Standards Office (DLMSO)

b. Sponsor: Supply Process Review Committee, Chair: Ellen Hilert, DLA DLMSO/J-62, 703-

767-0676 (DSN 427), ellen.hilert@dla.mil

c. Functional Point of Contact: Beth Altman, DLA J-3731, DLA Wide Area Work FlowReceipt and Acceptance (WAWF-RA) Program Manager

2. REFERENCES: 

a. Unique Identification (UID) policy and associated documentation is available at:

http://www.acq.osd.mil/UID/index.html

b. DOD 4000.25-5-M, Military Standard Contract Administration Procedures (MILSCAP)

3. FUNCTIONAL AREA: Primary: Supply

4. REQUESTED CHANGE:

a. Title: DS for AR for UID and New Shipment/Acceptance Discrepancy

b. Description of Change: This change updates the Acceptance Report carried in the Federal IC 

4010 861 to provide additional functionality to include ability to capture UID information consistent with 

UID policy and establishes a DS for DLMS use in reporting acceptance. The DS captures the UID for 

those items accepted allowing the WAWF-RA to transmit required UID register information to the 

Defense Logistics Information Service. This change also identifies a new Shipment/Acceptance 

Discrepancy Explanation Code for the purpose of identifying a discrepancy condition related to the UID 

information. The DLMS chapter on the acceptance report to reflect the updated information regarding 

transaction structure and interfaces has been deferred and will be published separately. ADC 128 

identifies specific discrepancy reporting requirements for documentation on a Supply Discrepancy Report. 

More detailed procedures for acceptance of uniquely identified items will be provided when available. 

Yellow highlighting identifies original PDC changes; blue highlighting identifies changes subsequent to 

staffing.

5. Procedures: 

a. Update Shipment/Acceptance Discrepancy Explanation Code list to include new code Z. A 

DLMS enhancement is identified to allow for identification of multiple S/A Discrepancy Explanation Codes 

per line item:
2

NAME: SHIPMENT/ACCEPTANCE DISCREPANCY EXPLANATION CODE 

 ALIAS: SHIPMENT/ACCEPTANCE DISCREPANCY EXPLANATION CODE 

 DEFINITION: THE REASON FOR THE VARIANCE BETWEEN THE QUANTITY DOCUMENTED AS 

SHIPPED AND THE QUANTITY ACCEPTED, OR WHEN DOCUMENTATION IS MISSING OR 

INCOMPLETE.

 REMARKS: REFER TO DOD 4000.25-5-M MILITARY STANDARD CONTRACT ADMINISTRATION 

(MILSCAP), APPENDIX A28.

 SOURCE: DEFENSE LOGISTICS MANAGEMENT SYSTEM (DLMS) 

 ABSTRACT:

 DATA CODE CHARACTERISTICS: TYPE: ID MIN: 001 MAX: 001

 

NAME/DEFINITION CODE

DOCUMENTATION MISSING, PRECLUDES 

ACCEPTANCE

D

DOCUMENTATION MISSING, DOES NOT 

PRECLUDE ACCEPTANCE

E

MATERIAL ADDRESSED TO WRONG 

ACTIVITY

M

ITEMS DO NOT CONFORM TO CONTRACT 

SPECIFICATIONS

N

QUANTITY RECEIVED IN EXCESS OF 

QUANTITY ON SHIPPING DOCUMENT

O

QUANTITY RECEIVED LESS THAN 

QUANTITY ON SHIPPING DOCUMENT

S

MISSING, MUTILATED, INCOMPLETE 

(INCLUDES WARRANTY DATA)

T

UNDELIVERED U

INCORRECT ITEM RECEIVED W

RECEIVED IN DAMAGED CONDITION X

UNIQUE IDENTIFICATION (UID) DATA ON 

ITEMS DO NOT CONFORM TO SHIPPING 

REPORT.

Z

b. Revise DLMS Volume 1, Terms and Definitions:

Wide Area Work Flow- Receipt and Acceptance (WAWF-RA). WAWF-RA is the designed 

program to automate Commercial Invoices and Government Receiving Reports in a web-based, paperless 

environment. WAWF-RA electronically captures and coordinates the four basic pieces of the payment 

process. WAWA-RA users input their invoices and receiving reports by transition or via the Internet. 

These are compared to contracts stored in the Defense Finance Accounting System (DFAS) - Electronic 

Document Access (EDA) system. Once the invoice and receiving reports are approved and processed, 

payment transactions are initiated via Electronic File Protocol (EFT) to the contractor’s bank account.
3

DOD Electronic Business Exchange System (DEBX). is the Electronic Data Interface (EDI) hub for 

all of DOD. It provides translation, routing, and archive services for EDI transactions that are sent between 

two or more Government systems or between Government systems and their commercial trading partners. 

There are four DEBX sites; two are operated by the Defense Automatic Addressing Systems Center 

(DAASC) and two are operated by the Defense Information Systems Agency (DISA)

c. Revise DLMS Volume 1, Acronyms and Abbreviations:

DEBX DOD Electronic Business Exchange System

WAWF-RA Wide Area Work Flow - Receipt and Acceptance

d. Add DLMS Supplement per Attachment 1.

e. Update 4010 861 per Attachment 2.

6. REASON FOR CHANGE: 

a. OSD policy for the UID states that the Unique Item Identifier shall be the primary pointer or key 

data element for the AIS in all computational functions including inventory acceptance, item accountability, 

storage, issue, receipt, valuation, maintenance, and disposal. In support of this requirement, logistics 

transactions must identify the UII. This change is required to incorporate the UII in the acceptance 

process.

b. WAWF-RA is a workflow software application that enables vendors to submit their 

shipment/receiving report/invoices and the Government to submit receipt/acceptance documents 

electronically. Under the current working plan, the 861 will be used by the DLA distribution depot (DD)

to report destination acceptance to the WAWF. WAWF will forward the UID for items accepted from 

the 861, with associated pedigree data the original vendor shipment notice, to DLIS for establishment of a 

birth record in the UID repository. This process does not impact existing vendor pay systems. For the 

initial implementation, WAWF will not forward acceptance information to the payment office/ICP. 

Instead, the DD will continue to prepare a receipt transaction (527R) to update the accountable record 

and report the receipt to the material owner to accomplish payment under current procedures.

7. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Supports implementation of UID policy for destination acceptance reporting. This 

change is intended to provide maximum flexibility in transmitting related UID data requirements.

b. Disadvantages: Since not all related requirements have been identified additional changes may 

be required. 

8. IMPACT:

Publication(s): 4010 861 Federal IC; DLMS